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Administrative Assistant for Facilities Services

Employer
Whitman College
Location
Washington, United States
Salary
Salary Not specified
Posted Date
Jun 30, 2022

View more

Position Type
Administrative, Business & Administrative Affairs, Facilities Management & Physical Plant
Employment Level
Administrative
Employment Type
Full Time
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Administrative Assistant for Facilities Services
Whitman College

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman's vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO) .

POSITION PURPOSE

This position provides support for the Director and also essential Facilities Services' operational support by performing office management, fiscal management, customer relations or other specialized services.

PRINCIPAL ACCOUNTABILITIES
  • Supports the Facilities Director by managing their work calendar, scheduling and coordinating internal and external (community) meetings and events for the Director, preparing and distributing agendas and sending other communications. May make travel arrangements and prepare and submit travel and expense claims.
  • Manages the daily operations of the Facilities Services office, consulting with the director on all matters involving office and administrative processes.
    • Greets and responds to internal/external customers, directs and assists in resolving problems
    • Disseminating communication and information as requested, including mail
    • Performs a broad range of general office support functions including maintaining files and records, office equipment and supplies
  • Serves as the lead for other administrative staff within Facilities Services, as well as supervise, train and organize the work of student assistant and temporary personnel.
  • Researches, compiles, analyzes and summarizes data for regularly assigned or special projects.
  • Handles or assists with financial transactions and control procedures. May compile all bills for payment in coordination with other responsible team members.
  • Reconcile monthly credit card receipts and prepare for Director's review, approval and submission to the Business Office.
  • Inputs and retrieves information from the college's financial and information systems. May create or revise databases used by the administrator or departments.
  • Attends/participates in meetings or serves on committees and work groups as assigned. May prepare draft procedural documents for final committee/work group review; may also take notes or prepare minutes.
  • Assists or coordinates registration and facilities accommodations for internal conferences or events on campus as required by area of assignment.
  • Coordinates the College's Rental Fleet (over 10 vehicles) program.
    • Updates and provides the Director with recommendations on policy changes as appropriate and updates are needed.
    • Work with Fleet software program for scheduling use of fleet vehicles, prepares paperwork, bills departments for usage, keeps vehicle insurance list current, maintain van-certified drivers list.
    • Works closely with the Grounds-Automotive Department, ensuring vehicles are clean and in safe operating conditions.
    • Works closely with the EHS Department, ensuring all College vehicle operators have completed an MVR and Driver's Safety training.
  • Develop, regularly updates and maintain the Faculties Services' division web page
  • Positively and actively contribute to the College's core values of diversity, equity and inclusion.


REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Individuals must be able to explain and/or demonstrate that they possess the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation.
  1. Perform difficult, complex and specialized administrative work with accuracy and speed; type or keyboard with accuracy and efficiency from clear copy or handwritten notes; take and transcribe minutes/memos with speed and accuracy.
  2. Analyze situations accurately and take appropriate action; identify problems and recommend solutions.
  3. Compose correspondence and accurate reports with minimum guidance and direction; communicate effectively in English (proper usage, spelling, vocabulary, and grammar); follow and give oral and written directions.
  4. Perform mathematical calculations with accuracy; develop and maintain statistical records.
  5. Work independently with supervision; interpret and apply policies and procedures;
  6. Ability to interact and work well with diverse college constituencies, including the public in a helpful courteous and friendly manner.
  7. Willingness to work as part of a team, and to take on responsibilities which will help the team reach Facilities Services' goals.
  8. Ability to perform effectively under pressure in a fast-paced environment.
  9. Able to use two-way radio to communicate with Facilities Services personnel.
  10. Confidentiality is vital.
  11. Makes extensive use of technological resources including all desktop office programs, and able to learn other software programs (e.g. CMMS, Fleet) and technologies as required.


MINIMUM QUALIFICATIONS
  1. 5 years of comparable administrative experience.
  2. Demonstrated skilled use of MS office (e.g. Excel, PowerPoint, Word) and other common administrative software.


PREFERRED QUALIFICATIONS
  1. Associate Degree or higher and 5 or more year of experience
  2. Experience in higher education
  3. Experience in a facilities service's environment
  4. Other relevant subject matter expertise, education, training or professional certifications in addition to the above-referenced degrees.


WORK ENVIRONMENT, JOB AND PHYSICAL REQUIRMENTS

Work environment is primarily inside Whitman facilities and sometimes outside. This position may be exposed to dirt, dust and equipment use.

Job requires moderate strength and agility and typically requires balancing, bending, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping and repetitive motions. Lifting and carrying materials weighing up to 25 pounds occurs with varied frequency.

Serves as essential personnel, meaning duties are essential to the operations of the College and may require that the position report to campus for work even during full or partial College closures.

May be required to work occasional evenings and/or weekends.

May be required to travel off-campus for events, meetings, and other activities.

BENEFITS

Whitman offers competitive employee benefits, including medical, dental, vision and life insurances, a generous 10% matching contribution to the Whitman College 403(b) Defined Contribution Retirement Plan, and paid time off including 13 paid holidays for full-time staff vacation and sick leave. Learn more about benefits eligibility here.

COVID-19 PROTOCOLS

At Whitman College, we take seriously the safety of our community. Whitman is a fully vaccinated campus, requiring all employees and students to be up to date with their COVID-19 vaccinations or have an approved exemption. More information can be found here.

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin on 7/11/22 and continue until the position is filled.

START DATE

8/1/22


For full application instructions and position description, visit https://whitman.bamboohr.com/jobs/view.php?id=214


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